Report of the Senate Committee on
Academic Policy and Admission (SCAPA)

Recommended: That the policy on In-Course Scholarships for Part-Time Students be amended
to read as shown below:

In-Course Scholarships for Part-Time Students

Candidates must be registered as part-time undergraduate students in their first degree and have
completed five but not more than seven courses with at least an 80% average at The University
of Western Ontario. In cases where more than five courses have been completed, the academic
record will be judged on the best five courses provided that the average for all courses completed
is at least 80%.

Scholarships will be awarded in August. Student accepting an in-course scholarship offer must
complete at least two full (or equivalent) courses during each calendar year (i.e., Winter and
Summer) commencing in September of the year of the award.

The academic record of each recipient will be reviewed annually in May, in January and in
August. To retain the scholarship, the recipient must have completed at least two full (or
equivalent) courses and must have maintained an average of at least 80% on all work under
review.

Background:

The addition of paragraph one clarifies the eligibility requirements for part-time students and
adds the stipulation that students must be in their first degree. The second and third paragraphs
explain that students will be awarded these scholarships in August and that their academic record
will be reviewed at the end of each term to ensure that they still meet the requirements for the
scholarship.

B. Awarding Scholarships/Awards - Exact Ties

Recommended: That one scholarship/award will be awarded except in the case of exact ties
(without rounding) where the award value will be split equally.

C. Policy on Eligibility for UWO Gold Medals

Recommended: That the Policy on Eligibility for UWO Gold Medals be revised as shown below
to consolidate a number of previously-approved policy statements and to update the listing of
faculties which offer general programs to include both three- and four-year programs.

The University of Western Ontario Medals

Students in any program are eligible to be awarded only one gold medal.

For gold medals offered to graduating students by the Affiliated Colleges, please consult the
relevant College.

General Programs:

One UWO gold medal will be awarded annually to recognize the top graduating student, as
designated by the Dean, in any three-year or four-year general (15 Course) degree program in
each of the faculties of: Arts, Communications and Open Learning, Health Sciences (excluding
the School of Kinesiology), and Science and Kinesiology. [S.95-151]

[For information on the Social Science Award see The Chancellor's Prize in Social Science
(General Program and Honors Program). For information on the School of Kinesiology Award
(general program) see the Dr. J. L'Heureux Gold Medal. Students in the Kinesiology program
are ineligible for the Faculty of Health Sciences medal, i.e., a second gold medal.]

Honors Programs:

For all honors programs when no other medal is awarded. Awarded for academic performance in
the fourth year. Recipients must have:

a) Completed a prescribed academic program requiring five or more full courses or equivalent in
the fourth year of an honors program;

b) Taken the full complement of the prescribed courses for the fourth year of the academic
program (both principal and elective courses) within that fourth year; and,

c) Achieved an average of at least 80 percent (A) overall and in the principal courses of the
fourth year. [S.2750.3]

Notes:

i) Only one gold medal will be awarded in an honors program to the student with the highest
average, without rounding of averages. Only in the cases of exact ties will more than one gold
medal be awarded. [S.4121]

ii) Candidates for the Diploma in Honors Standing who are in a full fourth year program and
who achieve an 80% average on conclusion of the Diploma program, shall be considered for
University of Western Ontario Gold Medals.

iii) For students in a two major program, the two department chairs will meet with a
representative of the office(s) of the dean(s) involved to reach a consensus and make the
recommendation.

[For information on the School of Kinesiology Awards for honors programs see the Dr. Earle F.
Zeigler Gold Medal (BA Honors Kinesiology), Dr. Michael S. Yuhasz Gold Medal (BSc Honors
Kinesiology). Students in these programs are ineligible for a Faculty of Health Science Medal,
i.e., a second gold medal.]

Scholar's Electives Programs:

One gold medal will be established in each of the fourth year programs in Honors Arts, Social
Science or Science in the Scholar's Electives Program. [S.95-281]

Background:

This policy combines both Senate and Scholarship Committee policies into a single policy
statement.

A. Right of Student to Appeal Decisions Under the Policy on Academic Accommodations for
Students with Disabilities

Recommended: That the list of circumstances under which students may apply to the Senate
Review Board Academic (SRBA) to have an appeal heard be expanded to include appeals against
decisions of deans made under the Policy on Academic Accommodations for Students with
Disabilities as set out in Appendix 1.

Background:

A reference to the SRBA has been included in the policy on Academic Accommodations for
Students with Disabilities since it was approved. This revision to the SRBA procedures provides
a reference to that policy.

B. Allegations of Bias or Failure to Follow a Procedural Requirement at the Prior Level

Recommended: That the SRBA procedures be revised to clarify that the nature of the evidence
supporting an allegation of bias at the prior level or failure to follow a procedural requirement at
the prior level (including any supporting documentation) must be presented in writing with the
Application for Hearing when it is filed with the University Secretariat as set out in Appendix 1.

Background:

An appeal based on an allegation of bias or failure to follow a procedural requirement is not
automatically granted a hearing by SRBA. The decision as to whether or not an appeal will be
heard is based on the written evidence presented by the student and the Dean's written response
to the allegations. Therefore, it is in the best interest of the student to make that information
clear to the SRBA panel when the Application for Hearing is submitted.

C. Closing SRBA Files

Recommended: That, if an appellant cannot be contacted within six months of receipt of an
Application for Hearing, the file can be closed and the Application for Hearing returned to the
appellant with no opportunity to re-file the Application as set out in Appendix 1.

Background:

Often, after receiving an Application for Hearing, the University Secretariat is unable to contact
the appellant to schedule a hearing. Usually in these cases the student has decided not to
continue with the appeal, but has not contacted the University Secretariat to withdraw the
Application for Hearing and does not reply to letters or telephone messages.

Currently, there is no provision for these files to be closed. They are held in abeyance
indefinitely and there would be nothing to prevent the appellant from pursuing the appeal at any
time.

At the September meeting of Senate questions were raised by Senators as to eligibility
requirements for the Dean's Honor List (S.97-169) and the release of information concerning
scholastic offences with regard to the requirements of professional societies (S.97-187). Initial
discussion on both items took place at the October 8th meeting of SCAPA and further
consideration of the policies in question will take place at the next meeting in November.